How projects work
A project groups the orders, documents, staff and profitability of one production or event. It has no price of its own and is never deleted.
Anyone with the «Projects» permission. In view mode you can open projects but not change them.
Projects aren't a paid add-on, although some tabs of a project need one. see the projects of their parent account.
A big job is rarely one delivery. The Landmark Venues wedding has the ceremony, with three large 33 × 49 ft frame tents, 120 Chiavari chairs and 12 round tables, and a rehearsal dinner the night before, with its own equipment, dates and delivery. Each is an order, but the client, the team and the question at the end are the same: did the whole wedding pay off?
In Filmo, a project groups all the work for one production, shoot or event. Think of it as the job folder: the orders go inside it, and so do the quotes and invoices, the people working on it, the contacts, the tasks and the combined profitability. You open the folder and see the whole wedding at once, instead of two orders that only share a client.
What a project groups
| What | How it gets there | Where you see it |
|---|---|---|
| Orders | You create them from the project or link existing ones. An order belongs to one project at most. | «Orders» tab |
| Sales and purchase documents | Through its orders, or created directly for the project | «Finances» tab |
| Client and contacts | The client, its contact person and additional contacts | «General» tab |
| Assigned staff, notes, tasks, files and images | Added on the project | Side column of «General» |
| Incidents | The incidents of the project | «Lost and damaged» tab |
| Services of its orders and internal services | Through the project or its orders | «Planner» tab |
Three things to know first
- A project has no price of its own. Its amounts come from its orders and from the documents you create directly for the project.
- Its status is manual. You change it on the project, it doesn't move when its orders move, and it doesn't change them. See Project lifecycle and statuses.
- A project is never deleted. You archive it, and only when it's in «Draft» or «Canceled». See Archive or unarchive a project.
How a project is identified
Project number and access code
Filmo gives every project a number when it's created, however it's created: the year, a hyphen and a four-digit counter, such as 2026-0001. The counter restarts every year and is your account's own, so no two projects in your account share a number. You see it in the project header (#2026-0001) and in the list, and nobody can change it.
Each project also gets an : six letters and numbers, without the ones that are easy to confuse, such as O and 0 or I and 1. It's how people using the Campus mobile app join a project. In Campus accounts, «⋯» → «Access code» shows the code, its QR code and «Download PNG», so you can print it or send it.
A project created from the mobile app shows an icon in its header with the text «Created from mobile app».
Note: If two people in your account create a project at exactly the same moment, one of them may get an error. Create it again.
Good to know
- The predefined roles «Super administrator», «Administrator» and «Editor» can view and edit projects; «Viewer» can only view them. In a custom role, the «Projects» permission is in the «Operations» group.
- Some tabs need an add-on: the figures in «Finances» need «Profitability of equipment, orders, and projects», «Subrentals» and the purchase documents need «Purchasing module», «Lost and damaged» needs «Incident and repair management», and and «Custom fields» need «Activity History» and «PRO Custom Fields».
- Project dates and order dates are independent. Changing the project's dates doesn't move its orders.
- Your clients never see projects: there's nothing about them in the .
- In a billing account, new projects are created in the parent account, and the operational tabs aren't shown.
Up next
See how a project moves from draft to completed: Project lifecycle and statuses.